ARTICLE I – MEMBERSHIP & USE OF FACILITIES

1.         As provided in the Constitution, membership is limited to residents and lot owners within the Sun Lakes Country Club, Cottonwood/Palo Verde and Oakwood/Ironwood communities.  Said residents and lot owners become Members, that is members in good standing, upon paying and remaining current in payment of club dues.                                                                                                                                          

2.         Use of club facilities, equipment, tools or supplies is limited to Members who:

            a.         Have paid applicable activity fees, signed a waiver of liability, and

            b.         If taking classes, are working under the direction and supervision of an Instructor or Monitor, or

            c.         If working independently, have been qualified to do so by having satisfactorily ompleted instructional                       classes or demonstrated capability in the safe and proper use of said equipment, tools and supplies. A                current list of Members qualified for each craft shall be displayed in each shop.

3.         Upon completing the term of office, the club President will automatically become a Life Member.  The Board of Directors (the Board) may nominate any other Member for Life Membership because of special services to the club.  Approval requires a majority vote of Members present at a General meeting.  Life Members may remain members in good standing without paying dues.

4.         The Board may nominate, at any General meeting, any person upon whom it wishes to confer Honorary Membership.  Approval requires a majority vote of Members present.  Honorary Members may maintain membership in future years without paying dues, but shall neither hold office nor vote on club business.

ARTICLE II – DUES

1.         Annual membership dues shall be as determined by the Board and approved by the membership.

            a.         When a change in dues is deemed necessary, the recommended change shall be presented to the                             Members  by the Board and must be voted upon at a regularly scheduled General meeting. Approval                     requires a majority vote of Members present.

            b.         Dues are payable each October 1^st and cover membership through the following September 30^th, the end             of the club’s fiscal year. Dues will not be prorated for individuals who join the club after October 1^st.

 ARTICLE III – MEETINGS 

1.         The purpose of General meetings is to provide a forum at which Members can meet socially to impart and gain knowledge regarding common interests.  Club plans, programs and activities will be announced and discussed, and participation by all Members is encouraged.  Activities will include programs, show and share, demonstrations, exhibits and workshops.  In addition, any club business requiring membership approval shall be brought to the floor at a General meeting.

2.         General and Board meeting dates shall comply with Article V of the Constitution.  Meeting times and places shall be established by the Board.

            a.         General meetings start at 10:30 AM and are held at a location designated by the    Board.  Notices of                     General meetings will not be sent to Members unless a change of date, time or place becomes necessary.

            b.         Any change in meeting dates, times or places shall be acted upon by the Board and communicated to the                 Members at the next General meeting, if it precedes the date of  the meeting requiring change or, by                        telephone, when necessary.

3.         Special meetings may be called by the President with concurrence by a majority of the Board.  In the President’s absence, a majority of the Board may call a Special meeting.  The date, time and place of any Special meeting shall be provided to Members at a General meeting preceding the date of the Special meeting.

4.         Those Members in attendance at any General meeting shall constitute a quorum.

5.         Any issue necessitating membership action shall be brought to the floor at a General meeting and requires approval by a majority vote of the Members present.  No proxies will be recognized.

.           Prior to the October General meeting, the President shall convene a meeting of the Board, Instructors and others as appropriate, to plan activities for the year, including class schedules, fees, programs, field trips and operating procedures.  Any business necessitating Board action requires approval by a majority vote of the Board members present.

ARTICLE IV – ELECTIONS & TERMS OF OFFICE

1.                  Elective positions are: club Officers, namely President, Vice-President, Treasurer and Secretary; Chairpersons of crafts embraced by the club, namely Lapidary, Silver, Lost Wax, Glass, and Creative Crafts; Class Coordinator; Membership Coordinator; Museum Curator; and Equipment oversight manager.                                                                                                                                           

2.         The term of office for elective positions shall be two years.  Incumbents may not be re-elected to consecutive terms except, when a nominee cannot be found for the position of an incumbent whose term is expiring, the Board can recommend that the incumbent may be re-elected. 

3.         Members elected to the positions named in IV.1 automatically become Directors of the club and sit on the Board during their terms of office, as provided in the Constitution.

4.         The Board shall appoint, by the February General meeting, a nominating committee of at least three Members.  The committee shall recommend and present a slate of candidates, at the March General meeting, to replace incumbents whose two year terms are expiring.  At that meeting any Member may nominate other Members in attendance as additional candidates.  If the nominee(s) accept, their names will be added to the recommended slate.

5.         Elections shall be held at the April General meeting.  Candidates for two officer positions and approximately half of the other elective positions shall be elected in alternating years to provide continuity on the Board.  If a vacancy occurs during the first year of a two year term, the membership shall elect someone for the remaining year, to maintain the alternating year schedule.  If it occurs after that time, the President shall appoint a Member to serve until the next election. 

            a.         If there is only one nominee for a position, a voice vote or show of hands will suffice  to confirm election.  If             there are two or more, voting must be by closed ballot.  In this case, the Secretary and another Member                 shall collect the ballots and count the votes for each nominee.

            b.         Nominees must be elected by a majority of Members present.  With multiple nominees, if no single one                    receives a majority of the votes cast, the nominee receiving the fewest shall be dropped from the ballot                    and  a closed ballot, run-off vote shall be taken.  This procedure shall be repeated until one nominee                        receives  the required majority.

6.         Newly elected candidates shall assume their duties on May 1^st following the April election.  The Board meeting held in May shall be a transitional meeting with both newly elected and outgoing incumbents attending.

ARTICLE V – BOARD OF DIRECTORS

1.         As provided by Article IV of the Constitution, the Board shall conduct the club’s business, including control and management of its affairs and the property owned by or entrusted to it.  The Board shall ensure that all club Members follow the rules and procedures in the Constitution and By-Laws.  The Past President may act in an advisory capacity but shall have no vote. 

2.         The Board shall determine if and when there is a need for a special assessment.  Any assessment must be presented for membership approval at a General meeting.

3.         As provided by Article V.1. of the Constitution, the Board shall meet the first Monday of each month , October through May, at a time and place convenient to the Board.

4.         A simple majority of the total number of Directors shall constitute a quorum at any meeting.

1.         The President shall provide leadership for the club and has the following authority:

            a.         Approve expenditures of $500.00 or less for tools, materials supplies and equipment. Greater amounts                   must be approved by the Board.

            b.         Write checks against the club’s checking account for approved expenditures

            c.         Delegate limited spending authority to another Board Member when appropriate.

            d.         During May through September, if conditions require immediate decision on an expenditure, the President                may, with approval by a majority of the Board, approve   spending any amount not exceeding the available             treasury balance (including amounts known to be available for deposit prior to the expenditure).  If the                    amount  to be spent might require a change of dues or a special assessment to reimburse the                                    treasury, the expenditure must await membership approval at a General or Special meeting called for that                purpose.   

2.           The Vice-President shall act as President in the President’s absence and, in the absence of the President, has authority to write checks against the club’s checking account for approved expenditures.

3.         The Secretary shall be the club’s official correspondent, document the proceedings of Board and General Meetings and generate and maintain files of club correspondence.

4.         The Treasurer shall be the club’s chief financial officer and has authority to collect and deposit all incoming funds and to write checks against the club’s checking account for approved expenditures

ARTICLE VII – CHAIRPERSONS OF MAJOR FUNCTIONS

1.         The Class Coordinator shall manage the scheduling of instructional classes and open shop periods at all club-managed facilities.

2.         Each Craft Chairperson shall manage the crafts assigned by the Board, and is authorized to approve expenditures for tools, supplies and equipment maintenance required for those crafts, up to an aggregate total of $250 per month. With the exception of Lapidary Chair has a $300 per month.  This authorization is not to be considered a monthly budget for discretionary use. New and replacement equipment purchases must be presented to the Board for approval.

3.         The Membership Coordinator shall manage membership enrollment and has authority to collect appropriate fees and issue membership cards and appropriate stickers/labels.

4.         The Museum Curator shall manage the exhibit of museum-quality rock/mineral collections, members’ craftwork and other items representing club activities in display facilities owned by Sun Lakes Homeowners Associations.

5.     .   The Equipment Oversight Manager shall manage the maintenance of club-owned equipment and tools in all club-managed facilities and has authority to incur expenses of $100.00 or less for its maintenance, repair and replacement.

  ARTICLE VIII APPOINTEES & SUPPORTING COMMITTEES

1.         There shall be the following non-elective positions which require special craft or technical qualifications.   Candidates must be members in good standing. 

            a.         Assistant Craft Chairperson

            b.         Instructor                                                   

            c.         Open Shop Monitor           

2.         There shall be the following appointive positions to lead social and non craft-related activities. Candidates must be members in good standing and may either volunteer or be nominated for appointment.  The Board shall review, select and appoint nominees by majority vote to serve for one year from May 1^st through April 30^th.  Each appointee shall have authority to determine the need for size of a support committee, and select Members willing to participate.  The Field Trip Coordinator shall manage the planning and execution of club field trips and has authority to conduct exploratory trips and claim reimbursement for reasonable related expenses.   A budget must be approved by the Board before any expenditure is made.

            a.         Hospitality Coordinator

            b.         Publicity Coordinator

            c.         Website Coordinator

            d.         Librarian/Historian

            e.         Raffles Coordinator

            f.          Telephone Coordinator

            g.         Holiday Party Coordinator    

            h.         Picnic Coordinator

            j.          Field Trip Coordinator

ARTICLE IX – SPECIAL COMMITTEES

1.         Special Committees will be as follows:

            a.         An Audit Committee consisting of one to three Members shall be appointed by the President at the March               Board meeting. It shall audit the Treasurer’s books and bank records during March and report to the                     Board at its April meeting. The President shall present the findings to the membership at the April General               meeting.

            b.         A Nominating Committee shall be appointed by the Board (see IV.4.) to choose a slate of candidates to                 be presented to the membership at the March General meeting.

1.         Instructors shall have, whenever possible, an Assistant Instructor to help in teaching.  This will also allow the Assistant to gain experience and become an Instructor.  Assistants should be chosen with that in mind.

2.       Personal projects of Instructors, Assistants and Monitors shall be secondary to helping members during classes and open shop hours. 

3.         Keys provided to Instructors, Assistants and Monitors for doors, cabinets and drawers are for their personal use only, are never to be loaned or duplicated, and must be returned to their Craft Chairperson upon request or at the end of the current season.

ARTICLE XI APPENDICES 

1.         The Board may promulgate Appendices to the By-Laws to document Position Descriptions, Policies and Procedures.  Appendices shall be issued, revised or cancelled by majority vote of the Board.

ARTICLE XII – AMENDMENTS TO THE BY-LAWS 

1.         Upon recommendation of the Board and presentation to the membership, these By-Laws may be amended by a majority vote of Members present at any General meeting. 

APPROVED BY THE DIRECTORS AT THE MAY 7, 2007, BOARD MEETING, APPROVED BY THE MEMBERSHIP AT THE OCTOBER 15, 2007 GENERAL MEETING, AND FURTHER AMENDED BY THE MEMBERSHIP AT THE NOVEMBER 19, 2007 GENERAL MEETING.

The organization shall be known as THE SUN LAKES ROCK, GEM & SILVER CLUB.
 

ARTICLE II – TYPE & PURPOSE 

1.         The club will be a non-profit organization. 

2.         The club is organized exclusively for the following purposes: 

a.                   To provide educational and social opportunities for residents of the Sun Lakes Community who desire to pursue experiences in lapidary, silversmithing, lost wax , stained glass and related crafts. 

             b.                  To organize and conduct field trips to collect rocks, minerals and fossils, or for educational purposes. 

             c.                   To operate and manage lapidary, silversmithing, lost wax , stained glass and related facilities which are or                            might become available in the Sun Lakes Community. 

d.                  To organize classes and provide instruction for members of the club in lapidary, silversmithing, lost wax , stained glass and related crafts, and in use of facilities and equipment available for those purposes.

ARTICLE III – MEMBERSHIP

1.                  Membership is limited to residents and lot owners of the Sun Lakes Community who are current in their payment of the established yearly club dues.  Such individuals shall be known as members in good standing.  Enrollment in club sponsored classes, participation in other club functions, and use of club facilities are limited to members in good standing who are current in their payment of established class and activity fees.

2.                  The membership year shall begin October 1^st each year and end the following September 30^th.  Dues are payable yearly each October 1^st.  Dues for individuals who join the club after October 1^st will not be prorated.

ARTICLE IV – BOARD OF DIRECTORS

1.                  The business of the club shall be conducted by a Board of Directors consisting of the elective positions provided for in the By-Laws. 

2.                  Upon being elected to those positions by the membership, said individuals will automatically become Directors and will sit on the Board for the length of their term of office. 

3.                  The total number of Directors in any given year will be determined by the number of officers and other elective positions recommended by the previous year’s Board of Directors and approved by the membership. 

4.                  The immediate Past President may attend Board of Directors’ meetings and act in an advisory capacity for one year, but shall have no vote. 

ARTICLE V – MEETINGS 

1.                  The Board of Directors shall meet on the first Monday of each month, October through May. 

2.         General meetings shall be held on the third Monday of each month, October through April.

ARTICLE VI – CHANGES TO THE CONSTITUTION

1.         Any member may submit a proposed constitutional change in writing to the Board of Directors at any time. 

2.         The Board will review the proposed change at their next Board meeting and then present it with their recommendations to the membership at the following scheduled General meeting. 

3.         The proposed change will then be voted upon at the next following General meeting. 

4.         A majority vote of the members in attendance at that General meeting shall be required to approve the proposed change.

ARTICLE VII – PARLIAMENTARY AUTHORITY 

1.         The rules contained in Robert’s Rules of Order, Revised (Copyright 1982) shall govern the club in all cases to which they are applicable and in which they are not inconsistent with the Constitution or By-Laws.

END

  Sun Lakes Rock Gem & Silver Club